Senior Executive Secretary

NYC Health + Hospitals; New York (NY); On-site; USD 65,000 - 95,000; Full time

Job summary

NYC Health + Hospitals is seeking a Senior Executive Secretary to provide high-level secretarial support under executive leadership. The role handles confidential matters with initiative and judgment, coordinating communications, meetings, and administrative tasks across the organization.

Responsibilities include managing executive correspondence, planning high-level meetings, screening calls, maintaining confidential records, and supervising clerical staff.

Qualifications

• Associate’s degree or higher in secretarial science or related field.
• Three years of executive administrative assistant experience; or five years with a high school diploma.
• Bachelor’s degree may substitute four years of relevant experience.

Responsibilities

• Manages executive communications and ensures timely handling of correspondence.
• Plans, coordinates and oversees high-level meetings, takes minutes and distributes agendas.
• Screens and prioritizes telephone calls and messages, routing to appropriate staff.
• Prepares and edits confidential reports; maintains confidential files and records.
• Provides administrative support and demonstrates knowledge of NYC Health + Hospitals policies.
• May supervise administrative clerical staff in the executive office.
• Serves as liaison between senior leadership support staff and external stakeholders.

Skills

Organizational skills

Diplomacy and interpersonal skills

Microsoft Office (Outlook, Word, Excel

Visio

Education

Associate’s degree in Secretarial Science or Office Administration

High school diploma with 5 years executive administrative experience

Bachelor’s degree may substitute four years of experience

Tools

Microsoft Office Suite

Google Workspace

Job description

Marketing Statement

NYC Health + Hospitals is the largest public health care system in the United States. We provide essential outpatient, inpatient and home-based services to more than one million New Yorkers every year across the city’s five boroughs. Our large health system consists of ambulatory centers, acute care centers, post-acute care/long-term care, rehabilitation programs, Home Care, and Correctional Health Services. Our diverse workforce is uniquely focused on empowering New Yorkers.

At NYC Health + Hospitals, our mission is to deliver high quality care health services, without exception. Every employee takes a person-centered approach that exemplifies the ICARE values (Integrity, Compassion, Accountability, Respect, and Excellence) through empathic communication and partnerships between all persons.

Duties & Responsibilities

Purpose of Position: Under direction of executive or senior leadership, serves as Senior Executive Secretary with considerable latitude of initiative and judgment. Performs highly confidential and exceptionally difficult, complex and responsible secretarial work. May perform designated administrative assignments and serve as a confidential aide.

Essential Duties And Responsibilities

• Manages executive communications, including ensuring all correspondence is handled in a timely manner.
• Plans, coordinates, and oversees high-level meetings, conferences, and events. Takes and distributes minutes of proceedings, prepares comprehensive agendas and makes all necessary meeting arrangements.
• Screens and determines priorities of telephone calls, messages, and incoming materials and routes to appropriate personnel and/or departments.
• Prepares and/or edits correspondence and confidential reports. Maintains and manages all confidential files and records. Develops and implements efficient filing systems and ensures the security of sensitive information.
• Provides administrative support by relieving the health care executive of complex administrative duties. Demonstrates comprehensive knowledge of NYC Health + Hospitals’ policies, practices, and procedures.
• May supervise administrative/clerical personnel assigned to the executive office. Plans and reviews work assigned.
• Serves as key liaison between senior leadership support staff within NYC Health + Hospitals and external stakeholders. Manages sensitive professional relationships and facilitates effective communication.
• Performs related work, as assigned.

Minimum Qualifications

• Associate’s degree from an accredited college or university with specialization in Secretarial Science,Office Administration or Technology, Business Administration or related areas of study and three (3)years of executive administrative assistant experience; or,
• High school diploma or its educational equivalent, approved by a State’s Department of Education or arecognized accrediting organization and five (5) years of experience, as described in “1” above; or,
• A satisfactory equivalent combination of education, training and experience. However, all candidates must have a minimum of a four-year high school diploma or its educational equivalent. A Bachelor’s degree may be considered equivalent to four (4) years of relevant professional experience as described in “1” above.

Department Preferences

• Excellent organization and time management skills
• Excellent social skills, able to operate with diplomacy, tact and empathy
• Bachelor Degree preferred
• Microsoft Office (Outlook, Word, Excel, PowerPoint, Visio)
• Google Workspace